Questions to the Clerk and Master & Wardens of the Livery Companies of The City of London (and elsewhere)

  • How safe are your unique and valuable “Heritage” documents – Royal Charter(s), original minutes and records, items that cannot be produced again?
  • How protected is your more recent electronic data?
  • How can your Members access your data – with different security levels dependant on the confidentiality of each item?
  • How easy is it for your Clerk to search for answers to obscure questions?
  • Can you guarantee to your successors that you have looked after and protected your Company’s most valuable asset – its knowledge and information?

SDS City of London has provided the Worshipful Company of Marketors with solutions to these questions which we would like to share with you.

The next step

Contact us on 01202 496513 for an initial meeting, which will be completely free of charge and without commitment, and see how our services can benefit you...

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[The Saddlers’ Company] - Clerk’s Administration System & Livery Document Management Solution

The Saddlers’ Company

The defined need from the Clerk was for a fully searchable Electronic Index of all of the files and documents of importance held by the Company.

The indexing of these records concentrates on the types of subjects which the Clerk, the Trade Advisor & Charities Co-ordinator, the Accountant, the Assistant to the Clerk, the Beadle and the Archivist typically need as primary material or important reference documents for their various different responsibilities.

THE COVERAGE OF THE Clerk’s Administration System INDEX

A simple-to-use Electronic Index of the Company’s files and papers enabling users to search for papers and subject matter from a wide range of Company Documents:-

  1. The Court and Wardens Papers – covered by the Digitised Archive of the Saddlers’ Court and Wardens Minutes
  2. Other Minute Books and Accounts.
  3. Saddlers’ Company Archives (former office files/papers that have been kept because they are of historic interest).
  4. Plans (which can be instantly required in times of emergency, and were previously unobtainable in such circumstances). They are also needed to ensure various legal requirements (often annual) are met – and the SDS System can provide automatic reminders of such defined needs.
  5. Research papers (an extensive collection of information about the Company’s history and the saddlery trade compiled from other record offices, such as The National Archives and London Metropolitan Archives).
  6. 6. Accessions Register (which lists new acquisitions from outside the Company, either donated or purchased).
  7. Central physical files in the Photocopier Room
  8. Relevant files on Staff PCs each of whom is likely to have their own filing system
  9. File Transfer List (used to record office files that have been closed and transferred down to the archives for appraisal at a later date).

Court Minutes - Subject Indexes

Over 130 separate indexes including:

  • Clothing of New Liverymen
  • Combined Companies Carol Service
  • Committee Membership
  • Committees Of The Court
  • Common Hall for the Election of Lord Mayor
  • Common Hall for the Election of Sheriffs
  • Company and Discretionary Managed Investment Assets
  • Company Charity
  • Livery Quarter and Installation Day Courts
  • Liverymen Co-Opted to Court Committees
  • Lord Mayor’s Show
  • View Day Court
  • View Day Report
  • Wardens’ Report
  • Wardens’ Livery Committee Meeting
  • Wine Committee Report

Court Papers – Main & Subject Indexes including:

  • Quarter & Rent Day / Livery Quarter
  • Master’s Notes /Wardens’ Report
  • Freedom, General, Lady Day & Money Investment
  • Freedom and Midsummer Day
  • Election Day & General
  • Quarter, Audit Day, Money Investment, View Day, Minutes / New Freemen
  • Installation Day / Rent Day and General
  • Freedom, General, Bounty Day & Money Investment